1.0 Overview
This application is part of the Finance domain and its based on SAP CO Order postings, including Actual postings and Commitments from 2015 and describe the Environmental & Rehabilitation (ER) expenses. |
For this Application the access is provided based on the BW menu "ER - Environamental & Rehabilitation Expenses Analysis" and it's done via Service one. Fill the form In SAP system select the "WBP - BW Business Warehouse" In WBP - BW Business Warehouse : Select the Business Role select the "ER - Environamental & Rehabilitation Expenses Analysis" |
Target Users: Teams from HSER for the Industrial - Environmental and Rehabilitation scope (approximately 10 users). |
VERSION | DATE | MODIFIED BY | DESCRIPTION |
0.01 | 15.09.2023 | Inês Vilares | Initial draft |
|
2.0 Business Process
The responsible team for this process is actively engaged in monitoring data from closed sites (where production has stopped) and providing support to operational sites in effectively managing their environmental obligations in compliance with regulations related to ground pollution.
At these sites, substantial financial resources are allocated, and budgets need to be prepared for the upcoming years (10/15 or even 20 years ahead) since exist recurrent activities and specific projects, such as site decontamination, may arise. Considerable financial resources are expended globally on these endeavors, it's important to have a track expenditures. It is crucial to generate precise reports for each site, detailing expenses and allocating charges to the appropriate accounts.
Biannually, in May and October/November, updates are performed on environmental provisions, and these updates are integrated into the financial department and the group's accounts. Additionally, quick assessments are conducted in February and September to identify if something significant can change, since these changes can have a direct impact on the figures provided to the finance department. Consequently, monthly monitoring of expenses in this context becomes particularly vital.
The analysis is done approximately on 330 sites.
3.0 Application Feature Overview
For this application find below all the workbooks available:
| Reports | Definition | Prompts | BW Workbook Query | Query Technical Name |
|---|---|---|---|---|
BW - Environ. & Rehab. database (Core Workbook) | This report shows the amounts regarding the costs with the environmental and rehabilition expenses for all orders in the scope for the following measures:
| Mandatory:
Optional:
| BW_WBK_ER_0002 | BW_QRY_MVCOOP01_0002 |
| BW - Environ. & Rehabilition expenses analysis (Core Workbook) | This workbook contains the same information as the "BW - Environ. & Rehab. database (Core Workbook)" splitted by time frequency:
| Mandatory:
Optional:
| BW_WBK_ER_0001 | BW_QRY_MVCOOP01_0001 |
4.0 Functional Specification
4.1 General Data/Calculations
For these reports, it’s important to understand some concepts which will allow the user to work with the reports and analyze the data.
| Consolidation View | The query takes the integration rate of the company and the partner from a table managed by GAR.
In this way, the user has 4 options:
|
|---|---|
| BFC site | Order attribute entered as External number in SAP Ex.: LIVOU, HALIF, LILLE… NB: relevant for authorizations |
| Orders | Refers to a cost object used for tracking and controlling costs related to specific activities, projects, or production processes within an organization and we have this information through the postings in SAP CO document. Ex.: 900100 CUBAT-BIOSOL PROJECT (WP1), 5900160 THOROF-GROUNDWATER (PF1)… NB: codification is quite different between WP1 and PF1 areas |
| Order Type | Are used to categorize various cost objects and represent specific business processes within the Controlling module. These order types are used for cost tracking, budgeting, and monitoring purposes. For this scope the order attribute entered in SAP to distinguish Recurring (Y998) and Non Recurring (Y999) Environmental Cash-out orders. |
| Object class | Specific order attribute entered in SAP to distinguish CAPEX (invest.) from OPEX. In the Process Detail we explained how we have this data. Ex.: OC is for CAPEX |
| Cost element | It's a categorization used to track and classify expenses incurred by an organization. It represents a specific type of cost, such as wages, materials, rent, or utilities, and serves as a fundamental building block for cost accounting and reporting. Cost elements are essential for allocating and analyzing costs within the SAP CO module. It's the P&L account used to post the amounts in SAP CO document. Ex.: 98300207 MAINTENANCE (WP1), 6122040000 Waste treatment (PF1) NB: codification is quite different between WP1 and PF1 areas |
| 1/2/3 - CE grouping | Hierarchy based on Cost elements and Object class combinations. In the Process Detail we explained how we have this data. Below an example of one CE grouping hierarchy: 1 - CE grouping: ER (Environmental & Rehabilitation) 2 - CE grouping: Z-ENVEXP (expenses) and Z-ENVREV (revenues) 3 - CE grouping: Z-DISMT, Z-ENVLEG, Z-REMEDO… |
| Period | Derived from Posting date (Actual) or Scheduled delivery date (Commitments) in SAP CO document Ex.: 1, 2… |
| PO number/item | The PO (Purchase Order) number is a unique identifier assigned to a specific procurement transaction. It is used to track and reference the details of a purchase, including the items, quantities, prices, and delivery schedules associated with the order. Each line item within a purchase order is identified by a "PO item" or "Purchase Order item," which provides a detailed breakdown of the products or services being acquired. Costs incurred through purchase orders can be allocated to specific cost centers, internal orders, or projects. This PO document and item in SAP, including text of item. Ex.: 4502341051/20 Zone I site investig, 4201086557/20 PINCEL RETROPROJ PT… |
| Profit Center | It is a specific organizational unit or segment within a company that is used for tracking and managing financial performance. It is designed to analyze and report on the profitability of individual parts of the organization, such as business units, product lines, geographic regions, or departments. Profit Centers enable businesses to assess their financial results, allocate costs, and make informed decisions to optimize profitability and resource allocation. Order attribute entered in SAP (to determine GBU in WP1 area): |
| Resp. cost center | Refers to a specific cost center that has been assigned responsibility for managing and controlling certain costs within an organization. Cost centers are used to track and manage expenses related to specific departments, teams, or functions, and a responsible cost center often plays a key role in overseeing and controlling these expenses. Order attribute entered in SAP: |
| Vendor | Vendor information as number and name entered in SAP in the PO header. See the examples below: Ex.: 55171 ETABLISSEMENTS KAISER (WP1), 2110192 THE BRIGGS COMPANY (PF1)… NB: codification is quite different between WP1 and PF1 areas |
4.2 Process Detail
4.2.1. Report/Process Definition
| Domain | Finance |
|---|---|
| Application | BW reports under ER - Environmental & Rehabilition expenses analysis |
| Provider | MVCOOP01 |
For this scope to analyze the costs it's only relevant the orders with type Y998 (Environmental cash-out (Recurring) and Y999 (Environmental cash-out (Non-Recurring). Please see below a more detail information for each workbook. |
BW - Environ. & Rehab. database (Core Workbook)
As mentioned this workbook show all the information for the ER expenses based on the order types Y998 and Y999 in only one report/sheet.
In the report it's possible to add several dimensions depending on the analysis on this costs. It's possible to check the data on PO number level or just checking the data analyzing only the orders envolved in the expenses.
For this report it was enhanced the "CE grouping fields" and they are attributes for the combination of "Object Class" and "Cost Element" fields. The maintenance of this combinations are from a flat file where we have all the required combinantions between these two fields and the CE grouping are attributes of the combination. This is uploaded directly in BW side and the business is responsible for the list of combinations and if it's needed to add or change they need to create a ticket and in DT team the technical colleagues will do this in BW side.
BW side table: /BIC/MC_CE_SCOP
BW - Environ. & Rehabilition expenses analysis (Core Workbook)
This workbook contains the same information as the "BW - Environ. & Rehab. database (Core Workbook)" splitted by time frequency:
Periodic View
- Only periods up to Fiscal year/Period entered in prompt are displayed (followings are empty);
- Commitments are only shown in reporting if period entered in prompt is the current one (otherwise, corresponding columns are empty); this is the whole amount of current Commitments, not dependent from Fiscal year/Period entered in prompt;
- Amounts in CO area curr. can be converted in EUR if entered in prompt;
- YtD calculation is the sump of amounts from January to Fiscal year/Period entered in prompt; YtD variance calculation is based on CO area / EUR currency.
Selected Quarter View
- P1Q is the 1rst month of quarter defined according to Fiscal year/Period entered in query prompt, P2Q the 2nd and P3Q the 3rd
ex.: for 05.2015 = 2nd quarter of 2015 → P1Q = 04.2015, PQ2 = 05.2015 and P3Q = # (empty); - Commitments: idem Periodic view;
- Amounts in CO area curr. conversion in EUR: idem Periodic view;
- YtD calculation/variance: idem Periodic view
Quarterly View
- Q1 is the 1rst quarter of the year defined according to Fiscal year/Period entered in prompt, Q2 the 2nd, Q3 the 3rd and Q4 the 4th. Only quarters less or equal than the one derived from Fiscal year / Period entered by user are valuated;
i.e.: for 05.2015 entry = 2nd quarter 2015 → Q1 = 01 to 03.2015, Q2 = 04 to 05.2015, Q3 = # (empty) and Q4 = # (empty); - Commitments: idem Periodic view;
- Amounts in CO area curr. conversion in EUR: idem Periodic view;
- YtD calculation/variance: idem Periodic view
5.0 Non-functional Descriptions
5.1 Usability
5.2 Regulatory Compliance
5.3 Security
5.4 Performance
5.5 Reliability
5.6 Scalability
5.7 Compatibility
5.8 Availability
5.9 Refresh of the Data
The data load is once per day in the early morning..